Modifying expense invoice details

This page allows you to modify the details of an expense invoice. Tell me more.

Select the “Edit Expense Invoice” link provided in the “Select Invoice” page.

The “Edit Expense Invoice” page appears.

The system displays the following in the header:

Workflow Status

The status of the document as per Workflow Applicability.

The system displays the following in the “Invoice Information” group box:

Invoice No.	The number identifying the expense invoice.
Status	The status of the invoice. It could be “Draft”, “Fresh” or “Returned”.
	Draft – indicates a newly created expense invoice that cannot be authorized.
	Fresh – indicates a newly created invoice that can be authorized.
	Returned – indicates an expense invoice that has been returned for modification of details.

Modify the following field if required in the “Invoice Information” group box:

Invoice Date

The date on which the invoice is raised (Date Format). Mandatory. This invoice date must not be after the system date. This date must be a valid one in the “Open” financial year.

The system displays the following in the “Invoice Information” group box.

Finance Book

The code identifying the finance book in which the invoice details must be posted.

The system displays the following in the “Supplier Information” group box.

Supplier Registered At

The code identifying the organization unit in which the supplier has been created.

Supplier Code

The code identifying the supplier. (Alphanumeric, 16) Mandatory. The supplier must have been defined in the “Supplier” business component and must be in the “Active” status.

Press <Enter> key.

The system retrieves the details of the supplier like the name of the supplier and the supplier to whom payment must be made, the code identifying the supplier to whom the payment must be made, the currencies that have been mapped to the supplier and the pay term associated to the supplier in the relevant fields.

Help facility available.

Supplier Name

The name of the supplier.

Modify the following if required in the “Supplier Information” group box:

Pay To Supplier Code

Use the drop-down list box to select the code identifying the supplier to whom the payment can be made. . All the suppliers who have been designated, as “Pay to Supplier” for the supplier entered in the “Supplier Code” field will be available for selection. The pay to suppliers must be in an “Active” status.

The system displays the following in the “Supplier Information” group box:

Pay To Supplier Name

The name of the supplier to whom payment can be made.

Modify the following fields if required in the “Supplier Information” group box:

Supplier Invoice No.	A unique number identifying the invoice that has been issued by the supplier (Alphanumeric, 18). Mandatory
Supplier Invoice Amount	The amount for which the supplier invoice has been raised (Integer). Mandatory. The amount entered in this field must be greater than zero.
Supplier Invoice Date	The date on which the supplier invoice was raised (Date Format). Mandatory. This date must be the same or before the invoice date.

Enter the following:

Supplier Account Code	The Supplier Control Account code to which the postings should happen.
	Help facility available.
	UI facility available.

The system displays the following:

Account Description

The description of the Supplier Account Code.

Enter the following in the Retention / Withheld Amount Details Section:

Retention Control A/c

The Supplier payable Account to which the postings for retention amount should happen.

Help facility available.

Pay Term

The code identifying the pay term (Alphanumeric, 15). This pay term must have been defined in the “Pay Term” buSDINess component and must be in “Active” status.

The pay term used to auto generate the Supplier Account based credit Note for the retention amount.

Retention Amount

The amount which is retained while making payment to the vendor.

The system displays the following in the Retention / Withheld Amount Details section.

Supplier Credit Note

The Credit Note auto generated for the retention amount.

Enter the following in the Retention / Withheld Amount Details Section:

Supplier Control (Hold) A/c

The Supplier payable Account to which the postings for withheld amount should happen.

Help facility available.

Pay Term

The code identifying the pay term (Alphanumeric, 15). This pay term must have been defined in the “Pay Term” buSDINess component and must be in “Active” status.

The pay term used to auto generate the Supplier Account based credit Note for the withheld amount.

Hold Amount

The amount which is withheld while making payment to the vendor.

The system displays the following in the Retention / Withheld Amount Details Section.

Supplier Credit Note

The Credit Note auto generated for the retention amount.

Modify the following fields if required in the “Payment Information” group box:

Currency

Use the drop-down list box to select the code identifying the currency in which the invoice must be created. All the currencies that have been mapped to the ““Payables Accounts” in the “Account Rule Definition” business component will be available for selection in the ascending order. The system displays the base currency of the company by default on launch of the page if it has been mapped to a “Payables Account”.

Exchange Rate

The exchange rate of the invoice currency with respect to the base currency of the company if they are different. “1” (one) will be fetched if the invoice currency and the base currency are the same. The system displays “1” by default on launch of the page.

Modify the following fields if required in the “Payment Information” group box:

Payment Processing Point

Use the drop-down list box to select the code identifying the organization unit in which the payment for the invoice must be released. All the organization units from where a “Supplier Payment” business component has been mapped will be available for selection. The system displays the organization unit that has been set as “Default Payment Processing Point” in the “Set Functions Default” activity by default on launch of the page.

Electronic Payment

Use the drop-down list box to set whether electronic payment is possible for the invoice. You can select from “Yes” or “No”.

Note: “Yes” will be available for selection if the “Swiss Pay Applicable” parameter has been set to “Yes” at the company level.

Payment Method

Use the drop-down list box to select the method in which the payment has to be made to the supplier. You can select from “ESR”, “ESR+”, “LSV”, “LSV+”, “Regular” or “Specific Bank”.

Note: “ESR”, “ESR+”, “LSV”, “LSV+” and “Specific Bank” will be available for selection only if Swiss pay modes are applicable for the company.

Payment Type

Use the drop-down list box to select the type in which the payment has to be made to the supplier. You can select from “CREDIT” or “CASH”. The system displays “CREDIT” by default on launch of the page.

Pay Mode

Use the drop-down list box to select the mode in which the payment has to be made to the supplier. You can select from the various Bank, Cash, PTT, DTA and SAD pay modes that have been defined.

Note: “PTT”, “DTA” and “SAD” will be available selection only if Swiss pay modes are applicable for the company.

''Letter of Credit' will be available for selection only if Payment Method is 'Regular' and Electronic Payment is set as “No” and the CPS Parameter LC in Expense Invoice is required is set to Yes.

Cash Code

Use the drop-down list box to select the cash code. When the payment type is selected as “Cash”, then the user can select a specific cash code from the drop down list box in which the payment has to be made.

The system displays the following:

Description

The description of the selected cash code will be displayed.

Modify the following fields if required in the “Payment Information” group box:

Payment Priority	Use the drop-down list box to set the priority to be accorded to the invoice. You can select from “High”, “Medium” or “Low”.
Pay Term	The code identifying the pay term (Alphanumeric, 15). Mandatory. This pay term must have been defined in the “Pay Term” business component and must be in “Active” status.
	Help facility available
Anchor Date	The date from which the payment schedule of the invoice would be calculated (Date Format).

Note: The date entered in this field must be after the date entered in the “Supplier Invoice Date” field.

The system displays the following in the “Payment Information” group box:

Total Invoice Amount

The total invoice amount. The system calculates and displays this amount when the “Compute” pushbutton is clicked. This amount must be lesser or equal to the supplier invoice amount.

Modify the following fields if required in the “Payment Information” group box:

Auto Adjust	Use the drop-down list box to set whether the invoice must be automatically adjusted. You can select from “Yes” or “No”.
Comments	Any observations or remarks regarding the expense invoice (Alphanumeric, 255).
Proposal No.	The code identifying the asset proposal based on which the item has been received (Alphanumeric, 18). This asset proposal must have been created in the “Asset Planning” business component. The asset proposal must be an acquisition proposal.
	Help facility available

The system displays the following in the “Payment Information” multiline:

Round Off Amount	Round off amount (if any) for the invoice.
Corrected Round Off Amount	Modified Round Off Amount i.e. the Round off amount considered for postings.

Enter the following in "Project Information" group box:

Project OU	Use the drop-down list box to select the organization unit in which the project code has been created. The combo would be loaded with the OUs to which "Project Definition" business component mapping exists. The system displays blank by default on launch of the page.
Project /Sub-Project Code	The project /sub project code to which transactions are to be attached. This code should have been defined in the "Project Definition" business component and the status of the code should be either "Approved" or "Revised”.
	Help facility available.

The system displays the following in the "Project Information” group box:

Project /Sub-Project Description

The description of the project / sub-project.

The system displays the following in the “Reference Document Information” group box:

Note: This Reference Document Information section will be displayed only if the "Shipping and Transportation Applicability" parameter in Installation Parameter Setup component is set to “Yes”.

Booking No.	The acknowledgement number issued for an export consignment by the freight forwarder.
B/L No. / AWB No.	The document issued by the freight forwarders to their consignors as a receipt of the merchandise.
Master B/L No. / Master AWB No.	The document issued by the carrier owners for the cargo transported by them.

Enter the following in the "LC Details" group box:

LC Number	The number identifying the LC created in LC Masters
	Help facility available
Ref ID	The number identifying the reference ID for the given LC Number.
	Help facility available

The system displays the following in the "LC Details" group box:

LC Beneficiary	The beneficiary for which the LC has been created.
LC Expiry Date	The expiry date of the LC.
LC Currency	The currency in which the LC has been created.
LC Amount	The amount for which the LC has been raised.

Note: LC Details group box will be visible only when the CPS Parameter "Letter of Credit in Expense Invoice is required" is set as “Yes”.

The system displays the following fields in “Prepayment Details” multiline:

Voucher Number	The Prepayment Voucher number in Paid status raised with LC Mode without reference document for the LC Number given above.
Transaction OU	The OU in which the Prepayment voucher has been created
Voucher Date	The Pay date of the Prepayment voucher.
Finance Book	The Finance Book in which the prepayment voucher has been created
Document Amount	The Pay amount of the prepayment voucher.
Current Outstanding	The balance amount available for adjustment.
Adjustment Amount	The current adjustment Amount of the Prepayment Voucher with the Invoice

Note : Prepayment Details multiline will be visible only when the Invoice is LC Based and LC is Sight LC

The system displays the following in the “Expense / T/C/D Information” multiline:

Line No.

The number identifying the line in which the item details are available.

Modify the following field if required in the “Expense / T/C/D Information” multiline:

Expense / TCD Code

The code identifying the tax, charge or discount or the description of the expense (Alphanumeric, 32).

The system displays the following in the “Expense / T/C/D Information” multiline:

Variant

The code identifying the tax, charge or discount variant.

Modify the following fields if required in the “Expense / T/C/D Information” multiline:

Usage Id.	A code identifying the usage that has been mapped to the account code (Alphanumeric, 20).
	Help facility available
Account Code	A code identifying the accounting code that has been mapped to the usage ID given.
UOM	The unit of measurement of the expense (Alphanumeric, 10).
	Help facility available
Qty.	The number of units of the item that is invoiced (Integer). The value entered in this field must be greater than zero.

Note: This field must not be left blank if a value has been entered in the “Rate” field and the “Rate Per” field.

Rate

The price of one unit of the item (Decimal). The value entered in this field must be greater than zero.

Note: This field must not be left blank if a value has been entered in the “Quantity” field.

Rate Per

The number of items, for which the rate is applicable (Integer). The value entered in this field must be greater than zero.

Note: If this field is left blank, the system displays “1”.

Amount

The amount invoiced for the item (Decimal). Mandatory. The value entered in this field must be greater than zero.

Note: If this field is left blank, the system calculates the amount as the product of the item quantity and unit rate of the item, that is [“Quantity” * (“Rate” / “Rate per”)]

Remarks	Any observations or comments regarding the expense available in the line (Alphanumeric, 255).
Cost Center	The code identifying the cost center to which the “Supplier Payable Account” (Alphanumeric, 10). The cost center must have been defined in the “Cost Setup” business component.
	Help facility available
Analysis Code	The analysis code to which the “Supplier Payable Account” is mapped in the “Account Based Budgeting” business component (Alphanumeric, 5).
	Help facility available
Sub-Analysis Code	The sub-analysis code to which the analysis code is mapped in the “Account Based Budgeting” business component (Alphanumeric, 5).

The system displays the following in the “Expense / T/C/D Information” multiline:

Expense / TCD	Indicates whether an “Expense”, “Tax”, “Charge” or “Discount” is available in the line.
TCD Computation	Indicates the method in which the tax, charge or discount has been calculated. It could be “For Document” or “For Line Item”.
	For Document – indicates that the tax, charge or discount has been calculated for the invoice as a whole.
	For Line Item – indicates that the tax, charge or discount has been calculated for each individual row in the invoice.
TCD on Line No.	The number identifying the line in which the item for which the tax, charge or discount has been calculated.
TCD Desc.	The description of the code identifying the item, tax, charge or discount.
Destination Company	Use the drop down list box to select the destination company for the INTERCOMP usage transactions. This combo will be loaded only on enter of Usage id as "INTERCOMP".
Destination OU	Use the drop-down list box to select the OU in which the Inter FB JV will be generated.
Destination FB	Use the drop-down list box to select the FB in which the Inter FB JV will be generated.
Destination Usage ID	The account code pertaining to that Usage ID, for which the Inter FB JV will be generated.
	Help facility available.
Destination Cost Center	The cost center to which the amount must be posted (Alphanumeric, 10). Data-entry in this field is mandatory if the account code mapped to Destination Usage has been mapped to a cost center in the “Cost Setup” business component.
	Help facility available.
Destination Analysis Code	The analysis code to which the account code of the Destination Usage is mapped in the "Assign Analysis Code" activity of the "Account Based Budgeting" business component (Alphanumeric, 5).
	Help facility available.
Destination Sub Analysis Code	The sub analysis code, which is mapped to the Destination analysis code in the "Assign Sub Analysis Code" activity of the "Account Based Budgeting" business component (Alphanumeric, 5).

The system displays the following in the “Expense Information” multiline:

Inter Finance Book JV No.

The journal voucher number of Inter FB .This number is auto generated.

Enter the following fields in the “Expense Information” multiline:

CFS Ref. Doc. OU	Use the drop down list box to select the OU in which the CFS reference document has been created. The OU combo would be loaded with the OUs to which Component interaction between Supplier Direct Invoice and Documentation component exist.
CFS Ref. Doc. Type	Use the drop down list box to select the CFS reference document Type. The combo would be loaded with "Application", "Auction" and "ESC".
CFS Ref. Doc. No.	The unique transaction number to which all Container Freight Station transactions are linked.
	Help facility available.

Note : CFS Ref. Doc. OU. CFS Ref. Doc. Type and CFS Ref. Doc. No. columns will be enabled only when the IPS parameter "Container Freight Station Applicability" is set as "Yes".

The system displays the following in the “Expense Information” multiline:

Usage Description	The textual description of the Usage id.
Account Description	The textual description of the account code.

Check the box in the “Select” column of the multiline to mark an expense for deletion.

Click the “Compute” pushbutton to calculate the total invoice amount.

The system calculates and displays the total invoice amount

Click the “Edit Invoice” pushbutton to save the modifications made to the expense invoice.

The system saves the modifications made to the expense invoice.

Account Postings details

The system credits the “Supplier Payable Account” in the account currency.

The system debits the “Expense Account”.

The system debits the “Rounding Off Account” in the base currency of the company, if the total invoice amount is greater than the total amount that has been rounded off. The system credits the “Rounding Off Account” in the base currency of the company, if the total invoice amount is lesser than the total amount that has been rounded off.

Payment Schedule

The system generates a payment schedule for the invoice if “Swiss Pay Modes Applicable” has been set as “No” in the “Company Parameter Setup” business component based on the modifications made to the invoice.

Payment Schedule for electronic payment

The system generates a payment schedule saves the bank details required for the Electronic Payment if “Swiss Pay Modes Applicable” has been set as “Yes” in the “Company Parameter Setup” business component based on the modifications made to the invoice.

The system also updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Date” fields.

Click the “Edit ad Authorize Invoice” pushbutton to save the modifications and authorize the expense invoice.

The system saves the modifications made to the expense invoice.

Status Updation

The status of the invoice is updated as “Authorized”.

Account Postings details

The system credits the “Supplier Payable Account” in the account currency.

The system debits the “Expense Account”.

The system debits the “Rounding Off Account” in the base currency of the company, if the total invoice amount is greater than the total amount that has been rounded off. The system credits the “Rounding Off Account” in the base currency of the company, if the total invoice amount is lesser than the total amount that has been rounded off.

Payment Schedule

The system generates a payment schedule for the invoice if “Swiss Pay Modes Applicable” has been set as “No” in the “Company Parameter Setup” business component based on the modifications made to the invoice.

Payment Schedule for electronic payment

The system generates a payment schedule saves the bank details required for the Electronic Payment if “Swiss Pay Modes Applicable” has been set as “Yes” in the “Company Parameter Setup” business component based on the modifications made to the invoice.

The system also updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Date” fields.

Click the “Delete invoice” pushbutton to delete the invoice.

The system updates the status of the invoice as “Deleted”. The system also updates the login ID of the user and the system in the “Last Modified By” and “Last Modified Date” fields.

Select from the following:

Print Language

Use the drop down list box to select the language in which the invoice is to be printed. You can select from the list of Application and Report Languages mapped for the Company.

Click the “Print Invoice" pushbutton to print an invoice.

The system displays the following:

Created By	The login ID of the user who created the expense invoice.
Created Date	The date on which the expense invoice was created.
Last Modified By	The login ID of the user who last modified the expense invoice.
Last Modified Date	The date on which the expense invoice was last modified.

To proceed, carry out the following

Select the “T/C/D” link at the bottom of the page to enter the tax, charges or discount details for the invoice.

Select the “Adjustment” link at the bottom of the page to select debit documents against which the invoice must be adjusted.

If Swiss pay modes are not applicable for the company, select the “Payment Schedule” link at the bottom of the page to view or modify the payment schedule.

If the supplier is a “One-time” supplier, select the “Supplier Information” link at the bottom of the page to record the supplier details.

If Swiss pay modes are applicable for the company, select the “Payment Information” link at the bottom of the page to view or modify the details of the electronic payment that must be made to the supplier.

Select the “Invoice Summary” link at the bottom of the page to view the summary of the invoice.

Select the “Accounting Information” link at the bottom of the page to view the account posting information of the invoice.

Select the “Attach Notes” link at the bottom of the page to record observations or comments regarding the expense invoice.
Select the "Tax Calculation - Summary" link at the bottom of the page to compute a tax calculation.
Select the “Tax Calculation - Details” link to enter the tax details for the Invoice.
Select the “Authorise Expense Invoice” link at the bottom of the page to authorise the selected Invoice.
Select the “View Expense Invoice” link at the bottom of the page to view the selected Invoice

Modifying expense invoice details – An overview

You can modify the details on expense invoice that is in the “Draft”, “Fresh” or “Returned” status. You can modify almost all the details of the invoice except the details of the supplier who has issued the invoice. The system saves the modifications made to the invoice. The system generates a new payment schedule based on the modifications made to the invoice.

This page also allows you to authorize an expense invoice. You can modify the details of the expense invoice during the authorization process. You can authorize an invoice that is in the “Fresh” status. The system updates the status of an authorized invoice as “Authorized”. The system also stores the login ID of the user and the system date along with the modified details. You cannot modify the details of the invoice that is in the “Authorized” status. The system also generates a payment schedule based on the modifications made. This payment schedule cannot be modified after the invoice has been authorized.

This page also allows you to delete an expense invoice. The system updates the status of the invoice as “Deleted”. The system also stores the login ID of the user and the system date along with the modified details.